GES Trip Report Template



Foothill-De Anza Community College District

Follow-up Report for February 16-19, 2010

February 20, 2010

|Account Information |

|Project name: |Foothill-De Anza Community College District Banner Implementation |

|Prepared by: |Dottie Marron |

|Training or Consulting? |Consulting |

|Topic of Session: |Mock Registration |

|Distribution |

|SunGard |Deb Treacy |Project Managers |

|FHDA |Kari Elliot |FHDA Project Manager |

|FHDA |Kathleen Moberg |Student Lead |

|Objectives |

• Mock Registration

• Troubleshoot test score file load issues

• Instructional Support planning session

|Progress Report |

|Accomplishments |

• Completed mock registration

• Completed Accuplacer test score file load

• Completed Instructional Support planning session

• Resolved issue we were having with multiple exemptions not posting

• Resolved fee assessment refunding issue

|Progress Report |

|Decisions Made and/or Actions Taken |

Mock Registration

Representatives from many offices worked through registration scenarios.

Accuplacer File Load

I opened an Actionline contact and work through a number of issues related to loading Accuplacer scores.

1. The header row needed to be stripped out of the test file.

2. Once the header row was removed the name, address, ID and DOB loaded but the test scores did not

3. On SRATPTS I entered a Test Score Origen Code from NEW to NAG. The NAG code will tell Banner to use the single date in the test score file for all the test scores, not just the first test score

4. Jerrick changed the format of the date from MM-DD-YEAR to MM|YR

All elements of the test score file finally loaded. Before each test score file is loaded someone will need to strip out the header row and change the date format.

The steps for loading test scores are:

1. Run SRTLOAD to load test scores from the file to the Banner temporary tables

2. Records in the temporary tables can be viewed on SRIPREL

3. Run SRRSRIN to create General Person records in Banner.

4. Run SRRPREL to migrate test scores from the temporary tables to Banner

5. Use SRIPREL to manually process any records that were placed in Suspense by the SRRSRIN process

Instructional Support Session

Chien Shih facilitated a session to work through some of the outstanding catalog and schedule issues.

There are a huge number of changes that must be made in the catalog based on State required changes and curriculum changes. Ex: Cori had 900 changes to make to her catalog. Because of the conversion the catalog staff may have to make changes in SIS and Banner. It has greatly increased their workload when they have a serious time crunch. They are not sure if they can meet the deadline simply because of the volume of changes that must be made. The question is how can FHDA update the catalog while maintaining momentum in Banner. Are there enough people to do the work? Some of the issues could be resolved with a report. Chien will work with the Catalog staff to determine a solution. They may need to hire some temporary help.

The Catalog staff is having a problem with SCACLBD. The FOAP has to be confirmed with the departments. This causes a delay in completing the entry in Banner. Entry of data in this form can be delayed until before the first FLAC process is run in Banner. Finance will provide Mary and Cori with a crosswalk that crosswalks the SIS account number to the Banner FOAP. The catalog staff can use the crosswalk to populate SCACLBD.

The FOAPs are being converted. It is only an issue when entering new courses. The Catalog staff is going to require faculty to provide FOAP with the curriculum data in ECMS.

The conversion of the Foothill schedule is still a work in progress. Jerrick is still receiving a lot of conversion errors. He will continue to work with Denise to finalize the conversion of Foothill schedule data.

Section-Level Co-Requisites (also known as linking at FHDA): This is an issue for learning communities. Banner co-requisites are set at the Catalog level. The time-consuming work-around to set up section-level co-requisites is not feasible because of the number of learning communities offered at Foothill College. The section-level co-requisites are not a problem for summer. It was suggested that the courses be managed with a footnote instead of setting them up through linking (Banner co-requisites). The instructors will reinforce the message at the first meeting of the learning community course. Using footnotes will put the burden on the student to sign up for all the courses in the learning community. Meanwhile, FHDA will start a campaign to get support for the RPE 1-200W69. If enough schools support the RPE, the functionality may be added to a later release of Banner.

End-Users are unable to view the class schedule in a course listing format in real time. For go-live FHDA will consider a Hyperion report. FHDA may also consider a custom query form in Banner. The decision was made to use the Web schedule because students won’t have access to the instance of Banner the schedulers will be using.

Banner does not allow users to adjust the hours at the schedule level to something different than what it is at the Catalog level: After discussion, it decided that this was not an issue. The schedulers will not be entering hours that are not consistent with what is entered in the catalog.

Security is an issue: Basic security classes have not been defined for Catalog and Schedule yet. There is still an issue that SIS allows access to the schedule to be closed off incrementally based on dates. Banner does not allow that level of security. Fine-Grained Access security (FGAC) will help a little. Xiaobin Li will work with the schedulers to determine precisely what is needed in FGAC. FHDA will adjust Banner security classes as needed at the time. Timing will be critical.

Schedule has time-sensitive security. Each college has a different cut-off date. The cut-off is for updating certain fields on SSASECT. Other fields on SSASECT can still be updated. The cut-off is by term and field. It will take FGAC in combination with masking to implement this. The FGAC will need to be turned on and off on specified dates either manually or through a chron job. X. Li thinks it can be done by date without someone having to manually intervene on the FGAC rule forms. Xiaobin will work with the schedulers to see if it is possible to implement this.

Chien discussed the current Banner instances and the migration schedule of Banner instances:

Production: This is the live database.

Pre-Prod: duplicate of Production. It is used to test processes that are in the live database before running them in Production.

TRN8: Financial Aid is using TRN8 to prepare for their go-live. It is a copy of Production. The Student tables and Financial Aid tables have also been copied to TRN8. It allows FA to test in an instance that closely mimics Production data. The real security roles and classes are in effect. FA will use this database until approximately Feb. 22. At that time the FA tables will be copied to Production and Pre-Prod. Once the database is copied all changes will need to be made in Production and Pre-Prod.

TST8: Student is using TST8 for testing. It will not be copied. Any changes in TST8 need to be done in TRNG8 to keep everything in sync. Eventually, Student will move to TRNG8. Catalog and Schedule data will be moved to TRNG8 later than the other Student tables. Vicki needs to be informed about the later move of Catalog and Schedule. Academic History staff members are already doing their updates in TRNG8.

There is an issue with coordinating the class schedule training in TRNG8 or TEST8. The end-user training will be taking place before the schedule data is migrated. It would be best if training took place in TEST8 after the schedule is moved.

Security needs to be applied to TRNG8 before schedulers start working in it. Bill will create the security classes by middle of March.

Term Spanning Courses are not used in the summer which gives us more time to resolve the issue. Jane and Denise will send me screenshots of scenarios so I can open an Actionline contact.

Training: The Schedulers will need to provide 2 types of training: 1. Query Users—Deans, Administrators self service training. 2. Update Users—Scheduler functional training. Foothill will begin their training in mid-March Denise will be determining dates. De Anza has already set up training dates of March 30, 9 a.m.-1 p.m., the week of April 19 and the week of April 26 from 9 a.m.-3 p.m.

Assignments:

|Date |Assignment |Person Responsible |

|3/1/10 |Build Catalog and Schedule Discrepancy Reports, the room |Jerrick and X. Li will create the |

| |book, and the schedule |discrepancy reports, Daniel and Andrew are |

| | |working on the room book. Andrew is |

| | |working on the schedule |

|5/18/10 |Build load report |Andrew |

|2/18/10 |Viewable schedule |X. Li |

|5/3/10 |ECMS Proofing Schedule– a document that merges data from the |Bradley and Lydia |

| |catalog, the schedule and ECMS for De Anza. The data is used| |

| |for proofreading. Ideally, data should be loaded to In | |

| |Design. | |

|3/1/10 |Linking sections using section text rather than trying to set|Dottie and Denise. Dottie will show how |

| |up co-reqs. The section text method will only be used by |the access can be given to rosters. Denise|

| |Foothill. Give faculty access to rosters in all learning |will decide if it is a viable solution |

| |community classes. | |

|3/26/10 |Hyperion connected to Banner 8 |Tom Roza |

|7/4/10 |FGAC and masking security set up PROD with date range |X. Li |

| |functionality | |

|4/30/10 |Training end-users. |Denise and Jane have already set up a |

| | |schedule for training |

Fee Assessment and Health Fee Charges

We encounters an issue with health fee charges when a student was only enrolled in ½ a unit. The health fee is a $14 flat rate. Banner was only charging half the fee ($7) when a student was registered in ½ a unit. We changed the SFARGFE rules by adding a minimum charge of $14. We also added registration criteria to the rule on SFARGFE to say that it should be assessed to all students registered in .01-99 billing hours. The adjusted rule ensures that any student registered in classes will be charged the full health fee even if they are registered in less than 1 unit.

Multiple Exemptions

We ran into an issue that when students had more than one exemption. Only the BOG exemption was being released to the student’s account. I worked with Actionline and we determined that an exemption minimum had been entered for many of the exemptions on TSAEXPT. The minimum amounts need to be $0. I changed the minimum amount to $0 on the 802 and 803 exemptions and the exemptions released to the student’s account. Rachel and Shawna will double-check the exemptions to make sure all the minimum amounts are changed to $0 or left null.

SFARSTS Refunds and Detail Codes

I did some testing of drops and found the refund rules on SFARSTS were not calculating for De Anza students. The De Anza registration fee detail codes are still tied to the 2BL category code. Refunds will only calculate for detail codes with categories of TUI or FEE. All other category codes are ignored. Rachel will work with Jerrick to change the category code for these detail codes to FEE.

Unable to Enter Add Authorization Codes on SVAAUTH

During this mock registration we have not been able to enter add authorization codes on SVAAUTH. SVAAUTH is accessed through SFAREGS. I have been working with Actionline to work through the issue. Add authorization codes can still be entered on SVAAUTC. This can be used as a work-around until the issue is resolved.

Adding Attributes

Barry and Shawna asked how attributes could be added and ended for a student.

1. Access SGASADD

2. Enter the term code when the attribute will be added or removed in the key block

3. Next block to the Attribute block

4. Click the Maintenance button

5. Select the Copy Attributes options

6. Add the additional attribute or record-remove the attribute that is no longer needed

7. Save

Plus Loans Refunding

If a refund is due to a student as the result of a PLUS loan payment, and the parent did not indicate that the funds may go directly to the student, the refund is processed as an automatic check payable to the PLUS borrower instead of to the student. Refunds are based on the balance for each PLUS Loan that has not been applied to charges on the student’s account.

The following prerequisites enable PLUS Loan refunding. For additional information, please refer to the Banner Financial Aid User Guide.

• A unique detail code must exist on TSADETC to be used exclusively for PLUS refunds to be sent back to the parent borrower. The Refund Code associated with this detail code must be valued to P (Parent PLUS).

• Fund codes established on the Fund Base Data Form (RFRBASE) with the Federal Fund ID equal to PLUS must have the Direct Loan Indicator, Electronic Loan Indicator, or Manual Loan Indicator set to an appropriate value on the Fund Management Form (RFRMGMT). Parent refunds are created only when the value is P (Parent PLUS).

Data entry requirements for processing Parent PLUS loans are as follows:

• For the refund to go to the parent, do not select the Parent PLUS to Student check boxes on the Direct Loan Origination form (RPALORG) for direct loans, the Electronic Loan Application form (RPAELAP) for electronic loans, or the Loan Application form (RPALAPP) for manual loans.

• Be sure to provide a complete and accurate mailing address for the parent with the loan record on the Direct Loan Origination form (RPALORG), Electronic Loan Application form (RPAELAP), or Loan Application form (RPALAPP)

Automatic Process Flow

The automatic PLUS Loan refunding process includes the following steps:

1. Disburse loan funds to the Student account using Banner Financial Aid disbursement (RPEDISB).

2. Perform application of payments to apply any funds received for the student’s record to any outstanding charges.

3. Execute the Auto Refund Credit Amt - Student process (TSRRFND) to allow refunding to PLUS Loan borrowers.

If a refund is calculated for a student’s account and a refund is due, at least in part to PLUS loan proceeds, a refund is calculated for the parent borrower for the full portion attributable to the PLUS Loan. Additional refunds may be calculated that are payable to the student.

4. Execute the Accounting Feed Process (TGRFEED) to update the GURAPAY table with the parent borrower’s name and address, as a one-time vendor.

Execute the Refund Interface (FURAPAY) to create the invoice records from the GURAPAY table.

Note: Because the PLUS Refund transaction is created as a one time vendor, the address type and sequence are not populated in the invoice record. If the sequence number in GURAPAY is 1, indicating an error in the name and address data, the Error Report (FGRTRNR) will include a reference to the invoice and it will be left in Incomplete status so that a correction can be made.

5. Generate checks and distribute to the proper recipients.

Manual Process Flow

The manual PLUS Loan refunding process includes the following steps:

1. On the student forms, you can enter the Parent PLUS refund detail code directly to the student’s account if you populate the transaction number paid with the transaction number of a valid PLUS loan credit for the same term. In this case, it is not necessary that the Parent PLUS to Student check box be cleared. This would allow a manual override to send a portion of the PLUS Loan proceeds to the parent, with the remainder refunded to the student via TSRRFND. The name and address information is not automatically created in the Account Detail Text table (TBRACDT) for PLUS refunds entered manually, but may be entered by the operator for informational purposes.

2. Perform application of payments.

HR Using SIAASGN to Record Non-Instructional Assignments

I met with HR staff to demonstrate how SIAASGN can be used to track non-instructional assignment. HR is already tracking many non-instructional assignments on NBAJOBS. They should continue using NBAJOBS for most non-instructional assignments. They should consider using SIAASGN to track the non-instructional assignment of Office Hours for faculty.

|Action Items and/or Assignments for SunGardHE |

|Date Assigned |Description |Owner |Critical Date for |Status |

| | | |Completion | |

| | | | | |

|12/8/09 |Work with Actionline to determine why |Dottie |12/23/09 |Completed. |

| |test score file will not load | | | |

|2/10/10 |Check with Actionline to determine why |Dottie |1/15/10 |In progress. |

| |a student with 2 exemptions is only | | |Contact opened |

| |being given credit for one | | | |

|2/19/10 |Find out how FHDA can report against |Dottie |2/22/10 |Completed. FAQ|

| |the supplemental data engine fields | | |sent with trip |

| |being used in the class schedule | | |report |

|2/19/10 |Provide guidance on how FHDA should |Dottie |2/22/10 |Completed. |

| |proceed in Go-Live prep | | |Go-Live prep |

| | | | |document sent |

| | | | |with trip |

| | | | |report |

Status: New, Open, Completed, Cancelled, Deferred

|Action Items and/or Assignments for Foothill-De Anza CCD |

|Date Assigned |Description |Owner |Critical Date for |Status |

| | | |Completion | |

|1/28/10 |Work with Matt to develop E-Visions |Shawna, Rachel and Matt |2/28/10 |New |

| |schedule bill | | | |

|1/28/10 |Work with Matt to develop E-Visions |Shawna, Joan and Matt |2/28/10 |New |

| |enrollment verification | | | |

|12/2309 |Change registration fee and tuition |Rachel and Jerrick. Category code |2/18/10 |Open |

| |detail codes to reflect the FEE or TUI |may need to be updated | | |

| |category code. |programmatically. | | |

|12/8/09 |Continue system testing |Everyone |12/23/09 |In Progress |

|12/8/09 |Remove the ‘A’ grade mode from Reading |Mary |12/31/09 |In progress |

| |courses | | | |

|11/11/09 |Populate the FOAP for each course on |Jerrick |12/31/09 |Partially |

| |SCACLBD and SSACLBD | | |completed. |

| | | | |Jerrick has |

| | | | |done the |

| | | | |conversion. |

| | | | |Now it needs to|

| | | | |be verified |

|11/11/09 |Practice registering students in BTST |Barry, Shawna, and any other staff |Ongoing |In Progress |

| | |member needing practice in | | |

| | |registration | | |

|10/20/09 |Provide the Student report writer with |Jane |11/30/09 |In Progress |

| |the specs for a report that displays | | | |

| |the sections created on a specified | | | |

| |date | | | |

|10/8/09 |Create letter gen variable for diploma |Kent McGee |12/31/09 |In Progress |

| |addresses | | | |

|9/10/09 |Build detail codes. Start with course |Rachel and Shawna |10/31/09 |In Progress |

| |fees | | | |

|9/10/09 |Set up third party contracts in Banner |Rachel and Shawna |11/30/09 |In Progress |

|9/10/09 |Examine current AR reports and |Rachel and Shawna |10/31/09 |In Progress |

| |determine if they currently exist in | | | |

| |Banner or need to be built. | | | |

|6/14/09 |Determine which reports will be needed |Lydia, Mary, Jane |7/31/09 |In Progress |

| |in Banner and Hyperion to support | | | |

| |Catalog and Schedule. Some reports may| | | |

| |need to point to the live database | | | |

| |instead of the ODS tables. | | | |

|5/29/09 |Use the sample prospect codes created |Recruiting staff |Open |In progress |

| |during training to practice the manual | | | |

| |and batch migration process. | | | |

|4/2/09 |Begin building population selections |All persons attending pop sel |Open |Open |

| |that will be used regularly by FHDA |training | | |

| |offices | | | |

|4/2/09 |Begin building letter generation |All persons attending letter |Open |Open |

| |variables that will be commonly used by|generation training | | |

| |FHDA | | | |

|3/11/09 |Have Accuplacer test rules built and |Testing Office Staff |7/31/09 |In Progress |

| |tested by July 31, 2009. Work with DBA| | | |

| |to load file to server. | | | |

|2/11/09 |Determine which recruiting and |Admissions and Recruiting Leads |3/15/09 |In Progress |

| |admissions materials can be used in a | | | |

| |communication plan. Start building | | | |

| |communication plans for Recruiting and | | | |

| |Admissions | | | |

Status: New, Open, Completed, Cancelled, Deferred

|Concerns / Decisions to be made |

|Description |Owner |Target Date for Closure|Action Plan |

|Reports are needed to support Catalog and|Jane, Denise and Jerrick |12/15/09 |As soon as a resources comes |

|Schedule. There are currently no | | |available he/she should meet |

|resources assigned to write the reports | | |with catalog and schedule staff |

|the catalog and schedule staff need. | | |to create report specs for |

| | | |catalog and schedule. |

| | | | |

| | | | |

| | | | |

|Attendance |

|Name | E-Mail Address |Attendance |

| | |Day 1 |Day 2 |Day 3 |

|No Attendance Taken | | | | |

| | | | | |

| | | | | |

| | | | | |

| | | | | |

| | | | | |

| | | | | |

| | | | | |

| | | | | |

| | | | | |

| | | | | |

| | | | | |

| | | | | |

| | | | | |

| | | | | |

| | | | | |

| | | | | |

| | | | | |

|Other |

|Supplemental Documents Attached |

Go-Live Checklist

Supplemental Data Engine FAQ

................
................

In order to avoid copyright disputes, this page is only a partial summary.

Google Online Preview   Download